Executive Assistant

  • Location
    London, Greater London
  • Salary
    £ 17 - £ 18 / Hour
  • Category
    Public Sector - Public Sector
  • Job type
  • Industry
    Public Sector
  • External Reference

  1. To be responsible for maintaining a complex schedule and electronic diary accurately, making informed judgements based on understanding competing demands, and prioritising appointments appropriately. To include:

    • Organising meetings and inviting appropriate attendees.

    • Responding to meeting requests for the Mayor and liaising with officers of the council and members of external organisations over meeting, visit and event arrangements.

    • Commissioning briefings for the Mayor and chasing as needed.

    • Making travel and accommodation arrangements as required.

    • Making any special arrangements for meetings or events as required such as booking photographer, organising transportation of Mayoral Chain of Office etc.

    • Booking meeting rooms and refreshments as required.

    • Overall responsibility for collating and replying to invitations appropriately and in a timely manner, seeking advice from the Mayor, Business & Operations Manager and other Council Officers as needed.

    • Providing welcome and hospitality for all visitors, internal and external, for the Mayor.

    • Ensuring all information is recorded in the diary and is easily accessible to the Mayor and colleagues within the Mayor's Private Office as needed.

    • Ensuring gifts and hospitality are recorded and declared in a timely manner

      1. To provide a telephone answering service on behalf of the Mayor dealing with a wide range of calls from residents to high profile VIPs and to provide a professional and knowledgeable service to all telephone callers, ensuring that the reputation of the Mayor and the Council is maintained at a high level.

      1. To assist the Mayor in ensuring they are fully prepared and briefed for meetings, including the collation of briefing materials, reports and any other documentation required ensuring that the content is relevant and accurate and style and layout is appropriate. To manage a bring forward filing system to ensure the Mayor and the Mayor's Private Office can work effectively.

      1. To help promote the Council's image and reputation by ensuring that the Mayor's office provides a professional, courteous and effective service at all times.

      1. To have the ability to function in a highly pressured environment, with competing demands and a significant workload, with the ability to prioritise and ensure a professional and high level of service to the Mayor is maintained at all times.

      1. To build, develop and maintain good working relationships with very senior people in a wide variety of organisations and to be able to deal with sensitive and difficult matters.

      1. To support the Business and Operations Manager in providing an excellent "private office" service to the Mayor and taking on ad hoc tasks as needed to support this.

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

By applying for this role your details will be submitted to Adecco. Our Candidate Privacy Information Statement explains how we will use your information - please copy and paste the following link in to your browser https://www.adecco.co.uk/candidate-privacy

Please apply with your CV to: Charlotte St.Clair